Cash/Bank Account Setup

1. Overview

This section defines the setup process for bank and cash accounts required to manage foreign exchange transactions within a hotel’s Property Management System (PMS).

2. Bank Account Setup

2.1 Form Fields and Descriptions

1. Account Name:

   • Description: Name assigned to the bank account.
   • Validations: Required field, alphanumeric, 3-50 characters.

2. Account Number:

   • Description: Unique identifier for the bank account.
   • Validations: Required field, numeric, 10-20 characters.

3. Bank Name:

   • Description: Name of the bank where the account is held.
   • Validations: Required field, alphanumeric, 3-50 characters.

4. Branch Name:

   • Description: Branch of the bank where the account is located.
   • Validations: Required field, alphanumeric, 3-50 characters.

5. SWIFT Code:

   • Description: International bank code for wire transfers.
   • Validations: Required field, alphanumeric, 8-11 characters.

6. Currency Type:

   • Description: Type of foreign currency the account will handle (e.g., USD, EUR).
   • Validations: Required field, dropdown selection from predefined currency list.

7. Initial Balance:

   • Description: Starting balance of the bank account.
   • Validations: Required field, numeric, minimum value 0.

2.2 Additional Functional Requirements

• Create Account Button: Initiates the creation of a new bank account after validation checks.
• Edit Account: Allows modifications to existing account details.
• Delete Account: Removes an existing bank account from the system, with confirmation prompt.

3. Cash Account Setup

3.1 Form Fields and Descriptions

1. Cash Account Name:

   • Description: Name assigned to the cash account.
   • Validations: Required field, alphanumeric, 3-50 characters.

2. Currency Type:

   • Description: Type of foreign currency the cash account will handle (e.g., USD, EUR).
   • Validations: Required field, dropdown selection from predefined currency list.

3. Initial Balance:

   • Description: Starting balance of the cash account.
   • Validations: Required field, numeric, minimum value 0.

3.2 Additional Functional Requirements

• Create Account Button: Initiates the creation of a new cash account after validation checks.
• Edit Account: Allows modifications to existing account details.
• Delete Account: Removes an existing cash account from the system, with confirmation prompt.

4. Validation Details

4.1 General Validation Rules

• Required Fields: Ensure all mandatory fields are filled before submission.
• Character Limits: Enforce character limits for text fields to ensure data consistency.
• Numeric Fields: Validate numeric entries to prevent invalid data formats.
• Dropdown Selections: Ensure only predefined options are selectable for dropdown fields.

4.2 Specific Validation Scenarios

• Duplicate Account Numbers: Prevent creation of bank accounts with duplicate account numbers.
• Valid SWIFT Codes: Check SWIFT code format for length and character requirements.
• Positive Balances: Ensure initial balances and transaction limits are non-negative numbers.

5. User Interface Design

5.1 Bank Account Setup Form

• Layout: User-friendly form layout with clear labels and input fields.
• Error Messages: Inline error messages for invalid entries.
• Save and Cancel Buttons: Provide options to save the account setup or cancel the operation.

5.2 Cash Account Setup Form

• Layout: Consistent with bank account form for uniform user experience.
• Error Messages: Inline error messages for invalid entries.
• Save and Cancel Buttons: Provide options to save the account setup or cancel the operation.

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This setup ensures the proper configuration of bank and cash accounts for handling foreign exchange transactions in compliance with NRB policies. The detailed form fields and validation rules aim to maintain data integrity and ease of use for hotel staff.